Privacy Statement

Our Contact Details

We are run by a committee of volunteers. The best way to contact us is by email on the address below.

Email: admin@londonhistoricalfencing.club

What personal information we Collect

We currently collect the following information:

  • Names
  • Dates of birth
  • Telephone numbers
  • Email addresses
  • Medical information
  • Class attendance
  • Purchases

How we get your personal information and why we have it

Most of the personal information we collect is provided to us directly by you for one of the following purposes:

  • Joining LHFC as a member
  • Arranging lessons and events
  • Internal record keeping
  • Health and Safety
  • Analysis of services
  • Legal and regulatory compliance

We use the information you have given us to:

  • Contact you when necessary
  • Provide you with information about club activities
  • Ensure your safety when participating in classes and training
  • Add you to our insurance
  • Carry out disciplinary and grievance procedures
  • Carry out demographic analysis

We may share this information with:

  • British Martial Arts & Boxing Association (BMABA)
  • Insurance providers
  • Venues or health providers if required for specific reasons (e.g. Test & Trace)
  • Other HEMA clubs where necessary in the public interest, e.g. for safeguarding

We will not share your information with third parties without your consent unless required to do so by law.

How we store your personal information

Your information is securely stored on London Historical Fencing Club’s HubSpot system, the BMABA insurance portal (zoho), and within our WordPress site.

We will keep your data for as long as is necessary for the purposes set out in this privacy policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

When we no longer have any purpose for retaining your data, it will be deleted from our systems.

Who may access your personal information

By default, current members of the LHFC committee have access to the personal information stored on our systems. Where proportionate and necessary, individual committee members’ access may be restricted, for example, where a conflict of interest arises.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information. 
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting contactus@londonhistoricalfencing.club
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We have a legitimate interest.

Please contact us at admin@londonhistoricalfencing.club if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at contactus@londonhistoricalfencing.club

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk